Administrative Coordinator II

Socket.dev; Austin (TX); On-site; USD 40,000 - 55,000; Full time

Job summary

Raba Kistner, Inc. in Austin, TX is seeking an Administrative Coordinator II to support the Consultants team and Business Manager. The role involves clerical duties, file management, billing support, and ensuring timely delivery of client documents.

Responsibilities include preparing client deliverables, processing invoices, entering proposals into the intranet, coordinating meetings and travel, and maintaining confidential information with discretion and accuracy.

Qualifications

• Must have strong written and oral communication skills.
• Proficient with Microsoft Office; typing speed 60 wpm.
• Ability to work in a fast-paced professional environment.

Responsibilities

• Prepare, assemble and distribute client deliverables (proposals, letters, reports).
• Enter proposals and projects into RK intranet; maintain files/logs.
• Process vendor invoices and perform weekly billing."
• Assist Accounts Receivable with collections.
• Coordinate meetings and travel; maintain confidential information.

Skills

Communication skills

Typing speed 60 wpm

Math proficiency

Team player

Self-motivated

Education

High School Diploma or GED

Bachelor's degree (Business/Finance/Administration)

Tools

Microsoft Office (Word, Excel, Access, Outlook)

Job description

Raba Kistner, Inc. is a premier Engineering Consulting and Program Management firm. Our purpose is to build a better and more sustainable world for our employees, their families, our clients, and the communities we serve. Our Core Values are:

• Community “We care for our communities”
• Integrity “We act with integrity”
• Passion “We infuse passion into everything we do”
• Quality “We believe quality comes from a culture of innovation and continuous improvement”
• Growth “We dedicate ourselves to personal and business growth”

Raba Kistner is seeking a detail-oriented, dependable Administrative Coordinator II to join our Consultants team in Austin, TX. Under limited direction, performs clerical and administrative office support functions to assist the Business Manager in supporting policies, goals and objectives established by the Chief Operating Officer and the Board of Directors. Work is performed with considerable latitude for use of initiative, independent judgement and primarily involves confidential and sensitive correspondence and communication. Other responsibilities include:

• Assists in the preparation of, assembles and distributes client deliverables (proposals, letters, reports, correspondence, etc.) proofing for grammatical correctness, typing and spelling errors and ensuring compliance with company formats.
• Ensures accuracy when entering proposal opportunities and setting up projects into RK intranet. Organize and maintains proposal/project files, logs, and reports.
• Reviews and processes vendor invoices into accounting software.
• Perform weekly billing process, adhering to project specific requirements.
• As directed, assists with review and quality control of project accounting and invoicing for work produced by others.
• Prepares and submits client invoices, working with project managers making revisions if necessary.
• Assists Accounts Receivables departments with collection efforts.
• Assist with client and vendor setup, maintaining related documents and forms
• Distribute designated reports as determined by project managers.
• Perform routine clerical duties (answering phones, greeting visitors, maintain common areas and inventory, copying, scanning, filing, collating, route incoming/outgoing mail, data entry, etc.), as needed.
• Carries out all Raba Kistner's policies and procedures, implements and maintains effective communication and working relationships with other departments.
• Handles broader administration functions and reporting.
• Take initiative and maintain the proper flow of workload to ensure deadlines are met.
• Demonstrate a high level of competence with the ability to apply skills and knowledge to practical problems on a daily basis.
• Provide organization and maintenance of files, documents, workflow, and confidential information.
• Provide travel arrangements for work-related activities, as needed.
• Provide organization and maintenance of files, documents, workflow, and confidential information.
• Assist with building maintenance requests, as needed.
• Plan and coordinate business meetings and events, as needed.
• Perform other duties as assigned.

Qualifications

• High School Diploma or GED required and three (3) years of business and secretarial experience in a professional, fast-paced environment and post high school studies related to business and/or administrative support preferred.

OR

• Bachelor’s degree in Business, Finance, Administration or related field and two (2) years of related experience

Good oral and written communications skills and ability to work in teams at different levels within the organization. Proficient in Microsoft Office (Word, Excel, Access, and Outlook) with a minimum typing speed of 60wpm. Able to demonstrate strong math skills and familiarity with accounting principles/systems. Must be self-motivated with good attendance record and be a true team player.

The following physical activities described here are representative of those that must be met by an employee to successfully perform the essential functions of this job. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions and expectations.

While performing the functions of this job, the employee is regularly required to sit, stand, walk, stoop, crouch, stop, and talk. Required to lift and/or move 25 pounds. Frequently required to use hands and reach. Specific vision abilities required by this job include close vision. The noise level in the work environment is usually quiet (library, private office, etc.)

Position may require protracted or irregular hours. Flexibility to work irregular hours is necessary due to client needs.

EOE/Disabled/Veteran
Drug Free Workplace